HomeMy WebLinkAbout05-16-2022 Public Art Commission Agenda PacketSaratoga Public Art Commission Agenda – May 16, 2022
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SARATOGA
PUBLIC ART COMMISSION
May 16, 2022
6:30 P.M. REGULAR MEETING
Teleconference/Public Participation Information to Mitigate the Spread of COVID‐19
This meeting will be held entirely by teleconference. All members of the Commission and
staff will only participate via the Zoom platform using the process described below. The
meeting is being conducted pursuant to recent amendments to the teleconference rules
required by the Ralph M. Brown Act allowing teleconferencing during a proclaimed state of
emergency when local official have recommended social distancing. The purpose of the
amendments is to provide the safest environment for the public, elected off icials, and staff
while allowing for continued operation of the government and public participation during
the COVID-19 pandemic.
Members of the public can view and participate in the meeting using the following access
information:
• Webinar URL: https://us02web.zoom.us/j/88677112791
• Webinar ID: 886 7711 2791
• Call In: 1.408.638.0968 or 1.669.900.6833
The public will not be able to participate in the meeting in person.
Written Communications
Comments can be submitted in writing at www.saratoga.ca.us/publicart. Written
communications received by 5:00 p.m., eight (8) calendar days before the meeting will be
included in the Commission’s agenda packet. Anything received after that time and up to the
end of the public comment period for that item will be provided to the members of the
Commission and included in supplemental meeting materials.
Public Comment
Members of the public may comment on any item for up to three (3) minutes. The amount
of time for public comment may be reduced by the Chair or by action of the Commission.
Saratoga Public Art Commission Agenda – May 16, 2022
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CALL TO ORDER
ROLL CALL
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the Public Art Commission on matters not on the
agenda. The law generally prohibits the Commission from discussing or taking action on such
items. However, the Commission may schedule the item for discussion at a future meeting.
AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the March 21, 2022 meeting.
2. Work Plan Implementation
Recommended Action:
Receive presentation on proposed work plan implementation plan. Move to approve
a work plan implementation plan. Move to appoint 1 to 2 Commissioners to
subcommittees and direct subcommittees to work with staff to coordinate committee
meetings to develop recommendations based on the implementation schedule
agreed upon by the Commission.
3. Community Events: Chalk Art and #SaratogaROCKS
Recommended Action:
Discuss opportunities to host chalk art or #SaratogaROCKS activities at upcoming
community events.
4. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on July
18, 2022 at 6:30 p.m.
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF AGENDA PACKET, &
COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Crystal Bothelio, Assistant City Manager for the City of Saratoga, declare that the foregoing agenda for the
meeting of the Public Art Commission was posted and available for review on May 9, 2022 at the City of Saratoga,
13777 Fruitvale Avenue, Saratoga, California and on the City's website at www.saratoga.ca.us
Signed this 9th day of May 2022 at Saratoga, California.
Crystal Bothelio, Assistant City Manager
Saratoga Public Art Commission Agenda – May 16, 2022
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In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the
Commission by City staff in connection with this agenda, copies of materials distributed to the Commission
concurrently with the posting of the agenda, and materials distributed to the Commission by staff after the
posting of the agenda are available on the City website at www.saratoga.ca.us and are available for review in the
office of the City Clerk at 13777 Fruitvale Avenue, Saratoga, California.
In compliance with the Americans with Disabilities Act and the Governor’s Executive Order, if you need assistance
to participate in this meeting, please contact the City Clerk at bavrit@saratoga.ca.us or calling 408.868.1216 as
soon as possible before the meeting. The City will use its best efforts to provide reasonable accommodations to
provide as much accessibility as possible while also maintaining public safety.
[28 CFR 35.102-35.104 ADA title II]
Saratoga Public Art Commission Minutes – March 21, 2022
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MINUTES
SARATOGA PUBLIC ART COMMISSION
REGULAR MEETING
MARCH 21, 2022
CALL TO ORDER
The meeting was called to order at 6:36 p.m.
ROLL CALL
Present: Chair Siana Smith, Commissioners James Cai, Ramya Vasu, Gloria Wu
Absent: Vice Chair Sohini Kar
Also Present: Kayla Nakamoto, Crystal Bothelio
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
None
AGENDA ITEMS:
1. Public Art Commission Minutes
Recommended Action:
Review and approve the minutes from the January 18, 2022 meeting.
WU/CAI MOVED TO APPROVE THE MINUTES FROM THE JANUARY 18, 2022
MEETING. MOTION PASSED. AYES: CAI, SMITH, VASU, WU. NOES: NONE. ABSTAIN:
NONE. ABSENT: KAR.
2. Public Art Commission Work Plan
Recommended Action:
Review the recommended Public Art Commission Work Plan and prepare for the
Commission Work Plan Study Session on March 28, 2022. The Public Art Commission
is scheduled to present its work plan at 7:45 p.m., but members are advised to join
the meeting by 7:30 p.m. and may arrive earlier if desired.
The Commission reviewed the proposed work plan and discussed the process for the
Commission Work Plan Study Session. The Commission asked staff to schedule
discussion on implementation of the work plan and formation of subcommittees at
the May 2022 meeting.
3. Commission Check In
Recommended Action:
Discuss and address any concerns or questions about the Commission, including
roles, responsibilities, and rules.
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Saratoga Public Art Commission Minutes – March 21, 2022
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Staff provided the Commission to with the opportunity to raise concerns or questions
and provided additional information about common Brown Act misunderstandings.
4. Future Agenda items
Recommended Action:
Consider agenda items for upcoming meetings. The next regular meeting is on May
16, 2022 at 6:30 p.m.
The Commission agreed to discuss implementation of the work plan at the May
meeting.
ADJOURNMENT
Chair Siana Smith adjourned the meeting at 7:57 p.m.
Minutes respectfully submitted:
Crystal Bothelio, Assistant City Manager
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CITY OF SARATOGA
Memorandum
To: Public Art Commission
From: Crystal Bothelio, Assistant City Manager
Date: May 16, 2022
Subject: Work Plan Implementation
On March 28, 2022, the City Council approved the Public Art Commission’s proposed work
plan for Fiscal Year 2022/23 (July 1, 2022 through June 30, 2023). Prior to approval of the work
plan, the Commission asked to include discussion of implementation of the work plan as
part of the May 2022 meeting to create a plan to accomplish as much of the work plan as
possible in the coming year.
Consequently, staff prepared a proposed work plan implementation plan and schedule. This
proposal calls for creation of subcommittees, seeks to balance short -term and long-term
work efforts, aims to keep regular meetings at a manageable length, works within available
City resources, and provides for the opportunity for each work plan item to be initiated, if
not completed, before June 30, 2023. Some work plans, particularly the long-term efforts,
may continue into Fiscal Year 2023/24.
Staff has also tried to strategically schedule the implementation of the work plans to account
for sequencing of work plan items that may have an impact on other work efforts and
seasonal impacts, such as when schools are in session or most likely to participate in an
activity.
If the Commission would like to proceed with the proposed work plan implementation plan,
staff recommends that the Commission do the following at the May 16, 2022 meeting:
• Move to proceed with the work plan implementation plan as proposed by staff
• Move to appoint 1 to 2 Commissioners to each of the subcommittees listed below
• Direct subcommittees to work with staff to coordinate meetings outside of the
Commission’s regular meeting schedule to prepare recommendations to be
considered by the Commission based on the schedule below
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SUBCOMMITTEES
The proposed implementation plan requires the Commission to create subcommittees for
many of the work plan items to help the Commission implement its ambitious work plan
over the course of the upcoming fiscal year. Subcommittees would schedule meetings
outside of the Commissions’ regular meeting schedule to develop a recommended plan or
program to be presented to the Commission and if necessary, to Council, prior to
implementation.
Subcommittees may be comprised of 1 to 2 Commissioners and would be subject to the
Brown Act. Due to Brown Act limitations, Commissioners assigned to a subcommittee on a
specific work plan may only discuss that work plan item at an agendized meeting with their
fellow members.
Staff will support committees be initiating scheduling of meetings, preparing and posting
agendas as required by the Brown Act, and preparing committee meeting minutes.
Additionally, staff will provide information and guidance to committees to help them develop
their recommendations.
The work plan items that would require subcommittees are listed below:
• Sculpture Program
• Public Art Fundraising
• Projection Art
• Artwork Exhibit Opportunities
• Saratoga Loves Poetry
• Online Art Challenge
• Paint the City of Saratoga
• State Route 85 & Union Pacific
Overpass Artwork
For an even distribution of work, Commissioners should plan to volunteer for 2 to 3
committees. When volunteering for committee assignments, Commissioners should
consider their availability for committee meetings based on the proposed implementation
schedule. For example, a Commissioner who will be extremely busy during the month of May
and June may not want to volunteer for the Saratoga Loves Poetry committee, which will
need to meet between May and June to develop a recommendation for Commission
consideration at the July 2022 meeting.
To the extent possible, committee meetings will be scheduled during regular C ity business
hours. However, if committee members are unable to meet during business hours, then staff
can make arrangements for meetings to be held on weekday evenings.
COMMITTEE PROCESS
Generally, each committee will be responsible for further developing and refining their work
plan item to the point that the committee develops a recommendation for execution or
reaches the conclusion that the item cannot be completed.
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Staff will assist in this process by sharing research on the work plan item, available resources,
options for implementation, and limitations with the committee. Members of each
committee will also offer their own insights, experience, and knowledge. Committee
members may also ask for additional information if it is needed for the committee to reach
a recommendation.
Committees should expect to hold at least 1 meeting outside of the Commission’s regular
meeting schedule but may be required to hold more than 1 meeting. Some of the more
complicated work efforts, such as those requiring approvals or participation by other
agencies, will likely need more meetings and may not be completed before the end of the
2022/23 fiscal year.
Once a committee can reach a recommendation, the committee’s recommendation will be
scheduled for Commission consideration. While staff will work with the committees to
maintain the proposed schedule to the extent possible, the timeline may shift depending on
the complexity of the work plan item or availability of committee members to meet outside
of Commission meetings.
When the Commission considers recommendations from a committee, the Commission may
accept the recommendation, adjust and amend the recommendation, reject the
recommendation, or may request that the committee come back with a revised
recommendation if the Commission feels further work is needed.
Some items will require City Council consideration after the Commission comes to
agreement on the execution of a work plan. The work plan items that require City Council
approval include:
• Paint the City
• State Route 85 & Union Pacific
Overpass Artwork
• Artwork Exhibit Opportunities
• Sculpture Program
• Projection Art
• Public Art Fundraising
The City Council is the ultimate decision maker on these items and approved the work plan
on the condition that these items would be considered by the Council prior to
implementation. When the City Council considers recommendations from the Commission,
the Council may accept them, reject them, amend them, or send them back to the
Commission for further refinement.
After receiving necessary approvals from either the Commission or City Council,
implementation of work plan items may begin. Depending on the nature of the work plan
item, Commissioners may be able or expected to assist with implementation. For example,
Commissioners would be expected to fully host chalk art or rock painting activities at
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community events. Other work plan items will not require Commissioner support for
implementation.
SCHEDULE
The table below shows the Public Art Commission’s regular meetings through the end of the
2022/23 fiscal year and when work plan items are proposed to be considered by the
Commission.
Meeting Work Plan Items
May 16, 2022 1. Work Plan Implementation Plan: Review options for
implementation and form subcommittees for each work plan
item.
2. Chalk Art OR #SaratogaROCKS: Community Harvest, Summer
Movie Nights, Classic Car Show, July 4
July 18, 2022 1. Saratoga Loves Poetry: Finalize program details
2. Online Art Challenge: Finalize program details
3. Chalk Art OR #SaratogaROCKS: Summer Movie Nights,
Wildwood Music Fest, State of the City
September 19, 2022 1. Paint the City: Finalize recommended program, including
locations, for Council.
2. Chalk Art OR #SaratogaROCKS: Tree Lighting
November 21, 2022 1. Saratoga Loves Poetry (Fall): Select poetry to be featured.
2. Montalvo Arts Center Collaboration: Discuss mutual areas of
interest for collaboration between City and Montalvo. If
possible, develop recommendation for Council.
3. Chalk Art OR #SaratogaROCKS: Celebration of Light
January 16, 2023 1. State Route 85 & Union Pacific Overpass Artwork: Discuss
opportunities and possible outcomes. If possible, develop
recommendation for Council.
2. Paint the City: Make Top 3 Selections at each location for
public voting.
3. Chalk Art OR #SaratogaROCKS: Blossom Festival
March 20, 2023 1. Artwork Exhibit Opportunities: Discuss artwork exhibit
opportunities and finalize recommendation for Council.
2. Sculpture Program: Consider past efforts and options for the
future. If possible, develop recommendation for Council.
3. Paint the City: Recommendations to Council
4. Chalk Art OR #SaratogaROCKS: Arbor Day
May 15, 2023 1. Projection Art: Develop recommendation on program details
for Council.
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2. Public Art Fundraising: Discuss fundraising and finalize
recommended fundraising plan for Council.
3. Chalk Art OR #SaratogaROCKS: Community Harvest, Summer
Movie Nights, Classic Car Show, July 4
FISCAL YEAR 2022/23 WORK PLAN & IMPLEMENTATION PLAN
Below is a list of all the Public Art Commission’s approved work plan items and additional
detail about the proposed implementation process. When applicable, notes that influenced
the scheduling of the work plan item are also provided.
1. Sculpture Program
Review work efforts of the Public Art Committee to identify opportunities for sculptures
at the City Hall Courtyard and Gateway locations then comprehensively assess
opportunities for sculpture placement in Saratoga, including evaluation of locations,
artist selection process (such as whether to approach specific artists or accept proposals
from artist), and expectations for artwork (such as desired size or themes), then return
to City Council with a proposal for consideration. With Council’s approval, implement
sculpture program plans.
Implementation:
• January 2023 – February 2023: Subcommittee meeting(s) to review past efforts and
develop a recommendation to the Commission
• March 20, 2023: Commission consideration of recommendation
• April 2023: City Council consideration/approval of recommendation
2. Public Art Fundraising
Explore options for raising funds for and non-monetary contributions, such as space or
partnerships, to support City public art efforts and present a fundraising proposal to the
City Council for consideration. With Council’s approval, implement fundraising plan.
Implementation:
• March – April 2023: Subcommittee to develop a recommended fundraising plan
• May 15, 2023: Commission consideration of committee recommendation
• June 2023: City Council consideration/approval of Commission recommendation
Note: Public Art Fundraising has been scheduled after the Commission has had a chance
to consider plans for work efforts that may have a significant cost impact, such as the
State Route 85 & Union Pacific Overpass Artwork and Sculpture Program. Given proposed
timing of the item, actual public art fundraising efforts may not occur until Fiscal Year
2023/24 (July 2023 – June 2024).
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3. Projection Art
Explore opportunities for projection art and return to City Council with a proposal for
consideration, including possible themes, locations, community participation, frequency,
and timing. For example, students could be invited to submit artwork (written, visual,
and/or performing) to be projected at night in the City during Youth Art Month or the
community could share submissions that celebrate Asian American Art that are projected
at night at in the City during Asian American and Pacific Islander Heritage Month.
Implementation:
• March – April 2023: Subcommittee to develop a recommended program
• May 15, 2023: Commission consideration of committee recommendation
• June 2023: City Council consideration/approval of Commission recommendation
Note: Commission discussion of Projection Art scheduled later in the fiscal year due to
possible connections with other work plan items, like Saratoga Loves Poetry and Online
Art Challenge, that may influence what is projected.
4. Montalvo Arts Center Collaboration
Explore opportunities to collaborate with Montalvo Arts Center, such as temporary
placement of Artist in Residency work on City property, and present a proposal to the
City Council for consideration.
Implementation:
• November 21, 2022: Staff to invite Montalvo Arts Center representative to attend
meeting to discuss opportunities for collaboration
Note: A site visit at Montalvo for the Commission could be scheduled in place of
discussion at the November 2022 regular meeting. Meeting with Montalvo Arts Center
scheduled before discussion of Sculpture Program and Artwork Exhibit Opportunities in
case Montalvo Arts Center representatives have insights or suggestions.
5. Artwork Exhibit Opportunities
Identify non-traditional exhibit locations in the City where there is an opportunity to
temporarily display artwork at or in public spaces, including spaces managed/maintained
by community partners. For example, locations could include City buildings and
properties, Saratoga Library, schools, or West Valley College. Ask staff to assess feasibility
of displaying artwork at those locations. Present proposal for exhibit, including art
selection and locations. Artwork that is displayed could be developed through other work
plan items, such as projection art or the online art challenge, or through collaboration
with community partners. With Council’s approval, implement proposed plan and seek
Council authorization prior to placement of any artwork proposed for City property.
Implementation:
• January – February 2023: Subcommittee to develop recommended artwork exhibit
opportunities
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• March 20, 2023: Commission consideration of committee recommendation
• April 2023: City Council consideration/approval of Commission recommendation
Note: Meeting with Montalvo Arts Center is proposed to be scheduled before discussion
of sculpture program in case Montalvo Arts Center representatives have insights or
suggestions.
6. Saratoga Loves Poetry
Invite students at schools located in Saratoga to submit original poetry 2 to 4 times per
year to be reviewed and selected by the Public Art Commission to be showcased in a
variety of ways, such as through City online communication channels, through a
temporary display, requesting publication in local newspapers, and/or at special events
and activities, including as part of other work plan efforts, such as projection art.
Implementation:
• May – June 2022: Subcommittee to develop a recommended program
• July 18, 2022: Commission consideration of committee recommendation
• August – October 2022: Coordination with schools and implementation of program
• October 2022: Subcommittee to develop recommended list of poems to showcase
• November 21, 2022: Commission consideration of committee recommendation
• November – December 2022: Showcase of poems
Note: Discussion of Saratoga Loves Poetry planned for July 2022 to provide time for
program development before start of the 2022/23 school year. Selection of poems to be
featured may need to get postponed depending on any school coordination efforts that
may be needed. If the effort in the fall is successful, a spring iteration of Saratoga Loves
Poetry could be planned with the Commission considering poems to showcase in May
2023.
7. Chalk Art
Explore options to host chalk art activities at several existing community events, including
Summer Movie Nights hosted by the City, Saratoga Classic Car Show hosted by the
Chamber, and the Wildwood Music Fest hosted by the Chamber. Chalk art activities
would be documented through photos and/or video.
Implementation:
• At every regular meeting, discuss opportunities to host Chalk Art or #SaratogaROCKS
activity at upcoming events within the next 2 to 3 months in the community
8. Online Art Challenge
Challenge the community to submit and share artwork at regular intervals over a
designated amount of time (such as once a week for one month). Participants would be
invited to select one medium for all submissions over the course of the challenge (such
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as dance or photography). Selected artwork could be featured by the City in different
ways, such as being shared online.
Implementation:
• May – June 2022: Subcommittee to develop a recommended program
• July 18, 2022: Commission consideration of committee recommendation
• August – September 2022: Implementation of program
9. Paint the City
Continue the Paint the City utility box painting program starting in fall/winter 2022 and
consider the addition of non-City owned utility boxes. Once locations are identified and
authorized by the City Council, residents age 10 and older would be inv ited to submit
conceptual artwork for utility box locations. The Public Art Commission would then
review conceptual artwork and select up to 3 options per location. The top 3 selections
would be posted online for public voting where residents can engage in the process by
selecting their favorite conceptual design per location. After the close of voting, the
Commission would make a recommendation on artwork to the City Council. Selected
artists receive a stipend of $600.
Implementation:
• July – August 2022: Subcommittee to develop a recommended program
• September 19, 2022: Commission consideration of committee recommendation
• November 2022: City Council consideration/approval of Commission
recommendation
• December 2022 – January 2023: Application period
• January 2023: Subcommittee to develop recommended Top 3 selections for each
location
• January 16, 2023: Commission consideration of committee recommendation
• January – February: Public voting
• March 20, 2023: Results of public voting and Commission recommendation on final
artwork
• April 2023: City Council consideration/approval of Commission recommendation
Note: Paint the City has been scheduled to provide artists selected to paint utility box
locations time to paint in the spring after the rainy season but before hot summer
months.
10. State Route 85 & Union Pacific Overpass Artwork
Research opportunities for artwork, such as a mural, to be placed on the State Route 85
and Union Pacific overpass pillars or other concrete elements (shown below in yellow).
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Present proposed plan to City Council for consideration and implement with approval
from the City Council.
Implementation:
• November – December 2022: Subcommittee to develop a recommended
opportunities for artwork
• January 16, 2023: Commission consideration of committee recommendation
• February 2023: City Council consideration/approval of Commission recommendation
11. #SaratogaROCKS
Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program,
which provides free rock painting kits to community members, and explore ways to
enhance the program, increase participation, and make more appealing to community
members. Conduct strategic outreach, such as providing kits to local retirement
communities or hosting rock painting at local events. Document use of kits through
photos or video.
Implementation:
• At every regular meeting, discuss opportunities for Commissioners to attend
upcoming community events and host #SaratogaROCKS or Chalk Art activity.
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Public Art Commission Work
Plan Implementation
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•Approved by City Council March 28, 2022
•No changes to recommendation from Commission
•Proposed Implementation Plan & Schedule
•Requires subcommittees
•Balances short and long-term efforts
•Keeps regular meetings at manageable length
•Works within available City resources
•Allows each item to be initiated, if not complete, by June 2023
•Accounts for work plan sequencing and seasonal impacts
Work Plan
15
About
•1 –2 Commissioners per
committee
•Meet outside Commission
regular meetings to develop
recommendation
•Even distribution of work: 2 to 3
committees/Commissioner
•Staff support for scheduling,
agendas, minutes, research, and
feasibility assessment
Committees
•Sculpture Program
•Public Art Fundraising
•Projection Art
•Artwork Exhibit Opportunities
•Saratoga Loves Poetry
•Online Art Challenge
•Paint the City
•State Route 85 & Union Pacific
Overpass Artwork
Subcommittees
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•Subcommittees would be subject to Brown Act
•Subcommittee members may only discuss that committee’s
work plan item with their fellow member and only during
agendized meetings
•Before meetings, staff will reach out to subcommittee
members to schedule a meeting
Brown Act
17
Staff
•Schedule
committee
meeting
•Conduct research,
assess feasibility
and identify
limitations, and
develop options
to implement
Committee
•Receive
information from
staff
•Develop
recommendation
•Present
recommendation
to Commission
Commission
•Consideration of
committee
recommendation
•Accept, revise,
reject, or send
back to
committee
•Present
recommendation
to Council
Council (if applicable)
•Consideration of
Commission
recommendation
•Accept, revise,
reject, or send
back to
Commission
Commission & Staff
•Implementation
Committee Process
18
May 2022:
•Implementation plan,
subcommittee
assignments
July 2022:
•Saratoga Loves Poetry,
Online Art Challenge,
Chalk or #SaratogaROCKS
Sept 2022:
•Paint the City, Chalk or
#SaratogaROCKS
Nov 2022:
•Saratoga Loves Poetry,
Montalvo Arts Center
Collaboration, Chalk or
#SaratogaROCKS
Jan 2023:
•SR 85/UP Overpass Art,
Paint the City, Chalk or
#SaratogaROCKS
March 2023:
•Artwork Exhibit
Opportunities, Sculpture
Program, Paint the City,
Chalk or #SaratogaROCKS
May 2023:
•Projection Art, Public Art
Fundraising, Chalk or
#SaratogaROCKS
Schedule
19
May 2022 Commission
Meeting:
•Implementation plan,
subcommittee assignments
May –June 2022
Committee Meetings:
•Saratoga Loves Poetry
July 2022 Commission
Meeting:
•Saratoga Loves Poetry, Online
Art Challenge, Chalk or
#SaratogaROCKS
July –Aug 2022
Committee Meetings:
•Paint the City
Sept 2022 Commission
Meeting:
•Paint the City, Chalk or
#SaratogaROCKS
Oct 2022 Committee
Meetings:
•Saratoga Loves Poetry
Nov 2022 Commission
Meeting:
•Saratoga Loves Poetry,
Montalvo Arts Center
Collaboration, Chalk or
#SaratogaROCKS
Nov –Dec 2022
Committee Meetings:
•SR 85/UP Overpass Art
Jan 2023 Committee
Meetings:
•Paint the City
Jan 2023 Commission
Meeting:
•SR 85/UP Overpass Art, Paint
the City, Chalk or
#SaratogaROCKS
Jan –Feb 2023
Committee Meetings:
•Artwork Exhibit Opportunities
•Sculpture Program
March 2023 Commission
Meeting:
•Artwork Exhibit Opportunities,
Sculpture Program, Paint the
City, Chalk or #SaratogaROCKS
March –May 2023
Committee Meetings:
•Projection Art
•Public Art Fundraising
May 2023 Commission
Meeting:
•Projection Art, Public Art
Fundraising, Chalk or
#SaratogaROCKS
Committee Schedule
20
May –June
2022:
•Subcommittee to
develop a
recommended
program
July 18, 2022:
•Commission
consideration of
committee
recommendation
August –
October 2022:
•Coordination with
schools and
implementation
of program
October 2022:
•Subcommittee to
develop
recommended list
of poems to
showcase
November 21,
2022:
•Commission
consideration of
committee
recommendation
November –
December
2022:
•Showcase of
poems
Saratoga Loves Poetry
21
May –June 2022:
•Subcommittee to develop
a recommended program
July 18, 2022:
•Commission consideration
of committee
recommendation
August –September
2022:
•Implementation of
program
Online Art Challenge
22
July –August 2022:
Subcommittee to
develop a
recommended program
September 19, 2022:
Commission
consideration of
committee
recommendation
November 2022: City
Council
consideration/approval
of Commission
recommendation
December 2022 –
January 2023:
Application period
January 2023:
Subcommittee to
develop recommended
Top 3 selections for
each location
January 16, 2023:
Commission
consideration of
committee
recommendation
January –February:
Public voting
March 20, 2023: Results
of public voting and
Commission
recommendation on
final artwork
April 2023: City Council
consideration/approval
of Commission
recommendation
Paint the City
23
February 2023: City
Council
consideration/approval
of Commission
recommendation
January 16, 2023:
Commission
consideration of
committee
recommendation
November –December
2022: Subcommittee to
develop a
recommended
opportunities for
artwork
State Route 85 & Union
Pacific Overpass Artwork
24
January –February
2023: Subcommittee to
develop recommended
artwork exhibit
opportunities
March 20, 2023:
Commission
consideration of
committee
recommendation
April 2023: City Council
consideration/approval
of Commission
recommendation
Artwork Exhibit
Opportunities
25
January 2023 –February 2023: Subcommittee meeting(s)
to review past efforts and develop a recommendation to
the Commission
March 20, 2023: Commission consideration of
recommendation
April 2023: City Council consideration/approval of
recommendation
Sculpture Program
26
March –April 2023: Subcommittee
to develop a recommended
program
May 15, 2023:
Commission
consideration of
committee
recommendation
June 2023: City Council
consideration/approval
of Commission
recommendation
Projection Art
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June 2023: City Council consideration/approval of Commission
recommendation
May 15, 2023: Commission consideration of committee recommendation
March –April 2023: Subcommittee to develop a recommended fundraising
plan
Public Art Fundraising
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•Move to proceed with work plan implementation plan
•Move to appoint 1 to 2 Commissioners to each
subcommittee
•Direct subcommittees to work with staff to schedule
meetings to prepare recommendations based on work plan
schedule
Commission Action
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Community Events: Chalk Art
& #SaratogaROCKS
May 16, 2022
30
•Standing agenda item
•Discuss opportunities for hosting Chalk Art or
#SaratogaROCKS activities at upcoming community events
•Staff will prepare kits for Commissioners to pick up before
the event
•Commissioners can pick up the supplies at Saratoga City Hall
•Monday –Thursday & every other Friday
•8:00 a.m. –5:00 p.m.
Background
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June 2022
Community Event Date Time of Day Location
Community Harvest TBD
(Saturday in mid-June)
Morning/Afternoon Heritage Orchard
Saratoga Movie Night Friday, June 17th Evening El Quito Park
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July 2022
Community Event Date Time of Day Location
4th of July Celebration Monday, July 4th Morning Kevin Moran Park
Saratoga Movie Night Friday, July 15th Evening El Quito Park
Car Show Sunday, July 24th All Day The Village
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August 2022
Community Event Date Time of Day Location
Saratoga Movie Night Friday, August 15th Evening El Quito Park
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City of Saratoga
Public Art Commission
MEMBERSHIP
NAME TERM END
Gloria Wu 9/30/2022
James Cai 9/30/2023
Ramya Vasu 9/30/2024
Sohini Kar, Vice Chair 9/30/2025
Siana Smith, Chair 9/30/2025
Staff:
Crystal Bothelio, City of Saratoga | 408.868.1269 | cbothelio@saratoga.ca.us
Kayla Nakamoto, City of Saratoga | 408.868.1208 | knakamoto@saratoga.ca.us
AGENDA PLANNER
The Commission holds regular meetings on the 3rd Monday of odd-numbered months at
6:30 p.m. Regular meetings may be rescheduled or canceled. Additionally, schedule special
meetings may be scheduled as needed.
MEETING AGENDA ITEMS
November 15, 2021 • Commissioner and Staff Introductions
• Overview of Commission Rules and Parliamentary
Procedures
• Overview of Public Art Commission Responsibilities
• City of Saratoga Public Art Efforts
• Public Art Commission Regular Meeting Schedule
• Commission 2022 Work Plan
• Selection of Chair and Vice Chair
• Future Agenda Items
January 18, 2022 • Minutes
• Finalize 2022 Work Plan
• Future Agenda Items
March 21, 2022 • Minutes
• Commission Work Plan Study Session Preparation
• Commission Check In
• Future Agenda Items
March 28, 2022
6:00 p.m. – 9:00 p.m.
Commission Work Plan Study Session
• 7:45 p.m. Public Art Commission Work Plan
May 16, 2022 • Minutes
• Work Plan Implementation
• Chalk Art OR #SaratogaROCKS at Community
Events
• Future Agenda Items
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Public Art Commission Agenda Planner – May 2022
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July 18, 2022 • Minutes
• Future Agenda Items
September 19, 2022 • Minutes
• Selection of Chair and Vice Chair
• Future Agenda Items
November 21, 2022 • Minutes
• FY 23/24 Work Plan
• Future Agenda Items
January 16, 2023 • Minutes
• FY 23/24 Work Plan
• Future Agenda Items
March 20, 2023 • Minutes
• Future Agenda Items
May 15, 2023 • Minutes
• Future Agenda Items
FISCAL YEAR 2022/23 WORK PLAN
Approved March 28, 2022
1. Sculpture Program
Review work efforts of the Public Art Committee to identify opportunities for sculptures at the City
Hall Courtyard and Gateway locations then comprehensively assess opportunities for sculpture
placement in Saratoga, including evaluation of locations, artist selection process (such as whether to
approach specific artists or accept proposals from artist), and expectations for artwork (such as
desired size or themes), then return to City Council with a proposal for consideration. With Council’s
approval, implement sculpture program plans.
2. Public Art Fundraising
Explore options for raising funds for and non-monetary contributions, such as space or partnerships,
to support City public art efforts and present a fundraising proposal to the City Council for
consideration. With Council’s approval, implement fundraising plan.
3. Projection Art
Explore opportunities for projection art and return to City Council with a proposal for consideration,
including possible themes, locations, community participation, frequency, and timing. For example,
students could be invited to submit artwork (written, visual, and/or performing) to be projected at
night in the City during Youth Art Month or the community could share submissions that celebrate
Asian American Art that are projected at night at in the City during Asian American and Pacific
Islander Heritage Month.
4. Montalvo Arts Center Collaboration
Explore opportunities to collaborate with Montalvo Arts Center, such as temporary placement of
Artist in Residency work on City property, and present a proposal to the City Council for
consideration.
5. Artwork Exhibit Opportunities
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Public Art Commission Agenda Planner – May 2022
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Identify non-traditional exhibit locations in the City where there is an opportunity to temporarily
display artwork at or in public spaces, including spaces managed/maintained by community
partners. For example, locations could include City buildings and properties, Saratoga Library,
schools, or West Valley College. Ask staff to assess feasibility of displaying artwork at those
locations. Present proposal for exhibit, including art selection and locations. Artwork that is
displayed could be developed through other work plan items, such as projection art or the online art
challenge, or through collaboration with community partners. With Council’s approval, implement
proposed plan and seek Council authorization prior to placement of any artwork proposed for City
property.
6. Saratoga Loves Poetry
Invite students at schools located in Saratoga to submit original poetry 2 to 4 times per year to be
reviewed and selected by the Public Art Commission to be showcased in a variety of ways, such as
through City online communication channels, through a temporary display, requesting publication in
local newspapers, and/or at special events and activities, including as part of other work plan
efforts, such as projection art.
7. Chalk Art
Explore options to host chalk art activities at several existing community events, including Summer
Movie Nights hosted by the City, Saratoga Classic Car Show hosted by the Chamber, and the
Wildwood Music Fest hosted by the Chamber. Chalk art activities would be documented through
photos and/or video.
8. Online Art Challenge
Challenge the community to submit and share artwork at regular intervals over a designated
amount of time (such as once a week for one month). Participants would be invited to select one
medium for all submissions over the course of the challenge (such as dance or photography).
Selected artwork could be featured by the City in different ways, such as being shared online.
9. Paint the City
Continue the Paint the City utility box painting program starting in fall/winter 2022 and consider the
addition of non-City owned utility boxes. Once locations are identified and authorized by the City
Council, residents age 10 and older would be invited to submit conceptual artwork for utility box
locations. The Public Art Commission would then review conceptual artwork and select up to 3
options per location. The top 3 selections would be posted online for public voting where residents
can engage in the process by selecting their favorite conceptual design per location. After the close
of voting, the Commission would make a recommendation on artwork to the City Council. Selected
artists receive a stipend of $600.
10. State Route 85 & Union Pacific Overpass Artwork
Research opportunities for artwork, such as a mural, to be placed on the State Route 85 and Union
Pacific overpass pillars or other concrete elements (shown below in yellow). Present proposed plan
to City Council for consideration and implement with approval from the City Council.
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Public Art Commission Agenda Planner – May 2022
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11. #SaratogaROCKS
Continue to encourage participation in the City of Saratoga’s #SaratogaROCKS program, which
provides free rock painting kits to community members, and explore ways to enhance the program,
increase participation, and make more appealing to community members. Conduct strategic
outreach, such as providing kits to local retirement communities or hosting rock painting at local
events. Document use of kits through photos or video.
COMMISSION RESPONSIBILITIES & DUTIES
Resolution No. 21-047
I. STRUCTURE
A. Membership. The Public Art Commission of the City of Saratoga shall consist of five
members appointed by the City Council. Members are required to meet qualifications
identified in City Code Section 2-12.020. The first five Commissioners appointed will
be exempted from City Code Section 2-12.020(a)(3).
B. Term of Office, Vacancies and Removal, Officers. The term of office, vacancies and
removals, and officers of members of the Commission shall be as set forth in the City
Code Section 2-12.020 except that the terms of four Commissioners initially
appointed to the Commission shall be partial terms of one, two, and three years to
ensure that the Commission terms are staggered in accordance with City Code 2 -
12.030(c).
II. ADMINISTRATION
A. Meetings. The Public Art Commission shall hold regular meetings every other month.
The date and time of these meetings shall be approved by vote of the Commission.
B. Rules of Procedure. The Commission shall in all respects comply with the
requirements for City Commissions as set forth in the City C ode and City Council
policies.
C. Compensation. Members of the Commission shall serve without compensation.
When in accord with current City policy and when arranged in advance with the City
Manager, actual and necessary expenses incurred by Commission members acting in
their official capacity shall be reimbursed by the City.
D. Records. The staff liaison of the Commission shall keep a record of all proceedings,
deliberations, findings, determinations, and recommendations of the Commission.
These records shall be available to the public, and copies shall be filed with the City
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Public Art Commission Agenda Planner – May 2022
Page 5
Clerk.
E. Staff Support. Staff support required by the Commission shall be provided consistent
with City budget authorizations.
III. RESPONSIBILITIES & DUTIES
1. The Commission shall provide counsel and recommendations on public art policies,
budgets, plans, and procedures to the Saratoga City Council.
2. As directed by the City Council, evaluate and assess public art projects or programs
and perform such other activities as may be directed by the Saratoga City Council.
3. The Commission shall maintain communications with the City Council and City staff
on public art-related matters.
4. Provide support and/or advice on events or programs related to City public art.
5. Maintain awareness and knowledge of public art trends and principles.
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